4-RFP-RC-2026-006- Narcan Vending Machines.pdf

Edwin J. Day, County Executive

TITLE: Narcan Vending and Naloxboxes Implementation and

Maintenance

RFP-RC-2026-006

Department of General Services – Purchasing Division RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Department of General Services Purchasing Division

Request for Proposal

BID DISTRIBUTION - Important Notice - The County of Rockland officially distributes bidding documents from the Bonfire Portal.

Firms wishing to participate in this solicitation can download all of the RFP documents from the link provided below:

https://rocklandgov.bonfirehub.com/portal

Where applicable, see RFP Document for Scheduled Pre-Proposal Meeting and Deadline for Receipt of questions.

Closing date for the Request for Proposal is 3:00 pm, local time, on Thursday, March 5, 2026.

PRE-PROPOSAL MEETING

A virtual pre-proposal meeting will be held via Microsoft Teams as detailed below. Attendance may or may not be mandatory. A transcript of the questions and answers will be distributed, to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

To attend the virtual pre-proposal meeting please select the link below on the date and time scheduled.

LINK:

Date: February 5, 2026 Time: 9:30am

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing to the attention via email to purchasing@co.rockland.ny.us. The Solicitation number and title noted above must appear in the subject line of the email communication.

Paul J. Brennan, FNIGP, NIGP-CPP, CPPO Director of Purchasing

Department of General Services – Purchasing Division 50 Sanatorium Road, Building A, 6th floor

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is February 17, 2026. Answers will be given via addenda issued in response to the questions received https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/meet/236809800780?p=5okHe8gDGgcN33XubO velezst Typewriter

CLICK HERE TO JOIN MEETING

velezst Typewriter Meeting ID: 236 809 800 780 Passcode: bA7Rf2CV

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The County encourages submission of Proposals by certified Minority- and/or Women-Owned Business Enterprises (MWBE) and/or Disadvantaged Business Enterprises (DBE).

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Required forms to be completed and uploaded with the proposal

• Statement of Required Disclosures, Representations and Certifications (must be notarized) (see separate attachment)

• Federal Contract Clauses (must be notarized) (see separate attachment)

• Past & Present Performance (see separate attachment)

Add any additional documentation required

• Budget Template (see separate attachment)

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Receipt Confirmation Form

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

______ We will NOT be submitting a RFP – (please indicate reason)

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No rectconf.frm

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Rockland County Department of Mental Health (RCDMH) seeks proposals from qualified organizations (preferably Non- Profit) capable of establishing, implementing, operating and sustaining Narcan (Naloxone) vending machines and Naloxboxes as well as establishing a public website that shows where Narcan is available within Rockland County. The purpose of this contract is to improve public access to opioid overdose reversals medication in Rockland County by materially expanding free, 24/7 access to FDA-approved Naloxone products (e.g. Narcan nasal spray) and related harm-reduction resources.

The selected organization will purchase, install, stock, operate, monitor, and maintain a minimum of four (4) Narcan (Naloxone) vending machines and up to 20 Naloxbox emergency kits throughout Rockland County. Locations must be pre-approved by RCDMH. These machines and emergency kits will serve as harm reduction strategies to combat the opioid crisis by increasing access to life-saving supplies.

Provider will also establish a website that provides information, location and a map of locations within Rockland County where Narcan is available for free. The goal is to create an easy to access catalogue of locations where Narcan can be obtained at no cost.

This will be a 3-year contract, awarded to one provider. The RCDMH intends to award this contract by April 1, 2026.

BACKGROUND

The Rockland County Department of Mental Health (RCDMH), in its role as the Local Governmental Unit (LGU), plans, develops and oversees the behavioral health system of care (SOC) which serves people with mental health concerns, intellectual and developmental disabilities, and substance use disorders. The goal is to develop high quality, comprehensive, integrated, person-centered and recovery-oriented services for Rockland residents. RCDMH seeks to ensure that all population groups are adequately covered, that sufficient services are available, and that there is coordination, cooperation, and continuity of care among local, county and state providers of services.

In 2024, Rockland County recorded 32 drug overdose deaths, with over 70% involving opioids. Nationally, the CDC reported 80,391 overdose deaths, with synthetic opioids like fentanyl contributing to over 60% of these fatalities. In response, New York State and Rockland County have adopted harm reduction strategies, including the distribution of Narcan, fentanyl test strips, and xylazine test strips.

In an effort to increase ease of access and reduce barriers to Narcan, RCDMH is looking to establish harm reduction vending machines, Naloxboxes and a centralized website that identifies locations of the vending machines, Naloxboxes and providers of free Narcan.

Harm reduction vending machines, which are already in use across the U.S. and New York State, are proven tools in reducing overdose mortality (Allen et al., 2022; McDonald, 2009; Obadia et al., 1999; Arendt, 2023). These Intelligent Dispensing Equipment (IDE) appliances will be stocked with free harm reduction supplies and strategically placed based on local overdose data.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Naloxboxes are publicly accessible, wall-mounted emergency kits that provide Narcan and other items to adequately respond to an opioid overdose. These kits provide similar functionality as an automated external defibrillator (AED) for cardiac emergencies with the purpose of addressing a life-threatening emergency.

VENDOR QUALIFICATIONS

Experience with public health, harm-reduction, or healthcare-related deployments (preferred)

Ability to service multiple locations within Rockland County

Financial and operational capacity to support the contract term

Must be a New York State Opioid Overdose provider and able to stock all vending machines and Naloxboxes using

Narcan supplied by this program.

References must be provided from two other counties they have provided or are currently providing similar services for.

(minimum 2)

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of Rockland County Department of Mental Health (RCDMH). The reference number for the transaction is Solicitation # RFP-RC-2026-006. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The Contract resulting from this RFP will be for a period of three (3) years

The County of Rockland reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

Options to renew will be at the County’s discretion.

PROJECT SCOPE OF WORK

To address the ongoing opioid overdoses in Rockland County, the Rockland County Department of Mental Health (RCDMH) is looking to establish at least 4 Narcan Vending machines and up to 20 Naloxboxes that will reduce barriers in providing lifesaving medication and harm reduction supplies.

Vending machines and Naloxboxes are innovative methods of distributing Narcan and other harm reduction supplies by increasing access to these supplies for free. Strategically placed machines can complement existing overdose prevention and substance-use treatment programs by providing these supplies outside typical business hours and potentially reach a broader population.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

The selected provider will work closely with RCDMH to plan and coordinate the implementation of the vending machines and naloxboxes. This includes identifying optimal locations based on overdose data, determining whether machines should be placed indoors or outdoors, and establishing a timeline for deployment. All final decisions regarding placement and implementation will be subject to RCDMH approval.

The provider will be responsible for procuring a minimum of four Intelligent Dispensing Equipment (IDE) vending machines throughout the length of the contract. These machines must be equipped with secure, web-based control systems that allow for 24/7 real-time monitoring of transactions and inventory. The machines must be accessible to the public and be ADA-compliant.

RCDMH will collaborate with the selected provider to review and discuss proposed locations for both vending machines and Naloxboxes. Final decisions regarding site selection, device type, and the timing of purchase and installation will require formal approval from the County.

Upon approval from the County, the provider will work with the property owners to discuss and collaborate on the installation of these devices. Upon agreement with the property owner, the selected provider will purchase and have the machine or Naloxbox installed at the approved location, ensuring that they are fully operational.

Ongoing responsibilities for each device will include stocking the machines and naloxboxes with RCDMH-approved harm reduction supplies, such as Narcan, fentanyl and xylazine test strips, and educational materials. The provider will monitor the devices regularly to ensure they are functioning properly and will restock supplies as needed. Maintenance and technical support will also be the responsibility of the provider.

The provider will collect and report data regarding the devices, including units dispensed, dispensing frequency by machine and location, date and time trends (daily/weekly/monthly), refill and restocking history, machine uptime and downtime, maintenance and service activity and any available demographic information. These reports must be submitted to RCDMH monthly, no later than the 10th business day of the following month to be used to identify trends and inform future planning. Reports must be in electronic format (PDF or Excel) No personally identifiable information (PII) shall be collected or reported. Vendor must comply with applicable data security and privacy requirements.

They will also be responsible for creating and maintaining a dedicated website to help Rockland residents locate, be trained in and learn how to access Narcan. The site should be professionally designed, easy to navigate, and feature a unique, memorable domain name. Its sole purpose will be to provide accurate, up-to-date information on where Narcan is available locally.

The website must be mobile-friendly, accessible to individuals with disabilities (WCAG 2.1 AA compliant), provide multilingual resources, be securely hosted and respond promptly to technical issues. It should also include basic analytics to track community engagement as the agency will be expected to submit quarterly reports on website performance and outreach impact.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

In addition to the duties listed, the provider will conduct outreach and promotional activities to raise awareness of the vending machines. This may include community presentations, distribution of informational materials, and collaboration with local partners. The provider will also support RCDMH’s broader public education to increase Narcan use and reduce stigma.

PROJECT OBJECTIVES

The selected provider will purchase and install and maintain continuous public access to a minimum of four (4) Narcan vending machines (IDE appliances) and up to 20 Naloxbox emergency kits throughout the contract, once approved by RCDMH. This includes:

• Collaborating with RCDMH to determine optimal locations, machine types (indoor/outdoor), Naloxbox style and implementation timelines.

• Coordinating with property owners and site partners.

• Conducting site assessments as needed

• Coordinating all labor, hardware, anchoring, and electrical/communication set up

• Obtaining or supporting required permits (if applicable)

• Ensuring installation meets Local building and safety codes and ADA requirements.

• All locations will be subject to final written approval by RCDMH

• Ensuring machines are accessible to the public and stocked with RCDMH-approved supplies.

• Monitoring and maintaining the machines, ensuring functionality and timely restocking.

• Ensuring naloxone kits are within expiration dates. Removing and replacing any expired kits

• Collecting and reporting usage data, including demographic trends and supply tracking for vending machines and supply tracking information for Naloxboxes

• Conducting outreach and education to promote the use of vending machines and Naloxboxes, and to reduce stigma around Narcan use.

• Complying with all reporting and contractual obligations as required by RCDMH.

• Installing a wrap on the vending machines that provides a QR code on how to order additional Narcan for free, pictorial on how to administer Narcan and other Rockland specific information.

• Providing additional information at vending machine sites such as service provision, available support and other educational materials.

• Providing video training at vending machine and Naloxbox sites, such as ONEbox videos or similar services.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Producing and distributing Community education materials (digital and/or print)

• Providing Overdose Response instructions and Good Samaritan Law information

• Marketing and awareness campaign, including community presentations or outreach events

The selected provider will also develop and maintain a professionally designed website, featuring a unique and easily memorable domain name, exclusively dedicated to providing Rockland residents with accurate, accessible, and up-to-date information on where to obtain free Narcan. Key features should include:

• Searchable directory with an interactive map of Narcan sites including the type of site (vending machine, Naloxbox, outpatient provider, etc.). The directory must minimally include the address, phone number (if applicable), hours of operation and where the Narcan is located at the site (front desk, by the elevators, etc.).

• Information on how Narcan works and step-by-step instructions on how to use it. This should include a training video on how to recognize an overdose, administer Narcan and get assistance in Rockland County.

• Links to order free Narcan, fentanyl test strips, and other harm reduction supplies online, as well as connections to local harm reduction and recovery services, treatment providers, prevention programs, and nearby hospitals.

• Quick facts including the dangers of re-overdosing following a Narcan administration, the Good Samaritan Law, and the safe storage of Narcan including temperature, safe access and proper disposal.

RCDMH will provide the following support and expectations:

• Final approval of device locations and types.

• Guidance on approved supplies to be stocked in the machines.

• Oversight and support of the selected provider and agreed upon contract.

• Support public education and stigma reduction efforts through training and messaging.

• Funding through Opioid Settlement Funds, with the understanding that:

o The initial year will involve higher costs due to equipment purchases and installation.

o Subsequent years may have lower ongoing costs due to an increased focus on maintenance and restocking and less focus on establishing new sites.

o The contract is expected to be multi-year, reflecting the long-term use and durability of the machines.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

VENDING MACHINE REQUIREMENTS

General

• Commercia-grade, indoor and/or outdoor-rated units (as required by location)

• ADA-compliant access (height, reach, controls)

• Contactless or low-barrier access (no payment required)

• Tamper-resistant, vandal-resistant construction

• Climate controlled or temperature regulated to maintain medication integrity (for outdoor units only)

• Lockable with secure access controls

• Multilingual instructions displayed on machine

Dispensing Features

• Capable of dispensing FDA-approved Narcan (naloxone) products

• Configurable for free distribution or controlled access (e.g., limits per user)

• Ability to dispense kits containing:

o Naloxone (nasal spray or other approved form) o Instructions for use o Harm-reduction and referral information (as provided or approved by the County)

Technology

• Network-enabled (cellular, Wi-Fi, or equivalent)

• Configurable dispensing limits per user and per time period

• Real-time or near-real-time inventory monitoring

• Capability to update software/firmware remotely

• Remote diagnostics and real time alerts for:

o Low inventory o Malfunctions o Power or connectivity issues

NALOXBOXES REQUIREMENT

• Wall-mounted naloxone distribution boxes

• Indoor and outdoor rated options

• Clearly labeled with overdose response instructions

• Capacity to store multiple naloxone kits

• Standard- No Alarms

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROPOSAL REQUIREMENTS AND RESPONSE QUESTIONS

Each question listed below must have a detailed answer which is delineated in separate responses. Failure to follow this format may be cause for rejection of a Proposal because adherence to this format is critical for the County's evaluation process

Organizational Information

1. Provide a brief history of your organization, including mission, years in operation, and relevant experience in harm reduction or public health initiatives.

2. Describe your organizational structure and key personnel who will be involved in this project. Please include both the website and the Narcan portion of the RFP.

Experience and Capacity

3. Detail your experience with harm reduction services, overdose prevention, or similar public health programs.

4. Have you previously implemented or managed vending machines or similar distribution systems? If so, please describe.

5. Describe your capacity to purchase, install, and maintain Intelligent Dispensing Equipment (IDE) machines and Naloxboxes.

6. Describe your experience working with a web developer in creating a website and how you plan on working with one on this project.

3. Project Approach

7. Describe your proposed approach to implementing this project, including planning, procurement, installation, and maintenance of the vending machines, Naloxboxes and the website?

8. How will you determine optimal locations for the machines? What data sources or community input will you use?

9. What is your proposed timeline for implementation of each of these components?

10. Please explain how these services will be made sustainable upon completion of the contract.

4. Equipment and Technology

11. Provide specifications for the vending machines and Naloxbox style (or brand) proposed to be purchased, include the reasoning behind these choices.

12. How will the selected vending machines track inventory, usage, and demographic data?

13. Explain your vision for the Rockland County Narcan website. How will you meet all of the website project objectives listed above?

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

5. Supply Management

14. How will you ensure the devices are regularly stocked with RCDMH-approved harm reduction supplies?

6. Outreach and Education

15. What strategies will you use to promote and educate the public on the vending machines, Naloxboxes and website?

16. How will you collaborate with RCDMH and community partners to reduce stigma and increase awareness?

7. Data Collection and Reporting

17. What data would be important to collect from the vending machines to understand the population who are using them?

18. What type of data do you expect to be able to collect from Naloxbox locations?

19. What type of data do you think would be important to collect from the website to understand who is visiting it and what their needs are?

8. Budget and Cost Proposal

20. Complete the attached budget template.

21. Confirm that your organization can manage upfront costs and be reimbursed quarterly through Opioid Settlement Funds. If not, please propose an alternative payment schedule.

9. Compliance and Contractual Obligations

22. Confirm your willingness to comply with all reporting, data privacy, and contractual requirements with RCDMH.

23. Describe any potential challenges and how you plan to mitigate them.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROPOSAL EVALUATION CRITERIA

WEIGHT EVALUATION CRITERIA

200 Points Ability to establish, monitor, promote, maintain and re-stock harm reduction tools through Narcan vending machines within Rockland County.

200 Points Ability to develop and maintain a professionally designed website, featuring a unique and easily memorable domain name, exclusively dedicated to providing Rockland residents with accurate, accessible, and up-to-date information on where to obtain free Narcan.

200 Points Experience and performance of candidate in providing harm reduction services and stigma reducing promotion and education.

300 Points Budget Proposal

100 points Project Approach: Sustainability of Services: Ability to sustain the stocking, maintenance and upkeep of all Narcan Vending Machines and Naloxboxes established throughout the contract.

All proposals in response to this RFP will be evaluated in a manner consistent with the Rockland County Procurement Policy, rules, policies and the evaluation criteria established in the RFP.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

BUDGET PROPOSAL TEMPLATE

Budget Proposal Template has been uploaded as a separate Document.

Cost/Budget Proposals are to be uploaded as a separate attachment to your RFP response.

Please refer to the Proposal Submittal Procedures on the next page, for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non-responsive.

Proposal Submittal Procedures

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Does your proposal include exceptions to the County's

Appendix B, Terms

& Conditions?

Data Type: Yes/No N/A Required

Budget Proposal File Type: PDF (.pdf) 1 Required

Redacted Technical

Proposal if

Applicable

File Type: PDF (.pdf) 1 Optional

Federal Contract

Clauses File Type: PDF (.pdf) 1 Required

Exceptions to

Appendix B, Terms

& Conditions

File Type: PDF (.pdf) 1 Optional

Technical Proposal File Type: PDF (.pdf) 1 Required

Past and Present

Performance File Type: PDF (.pdf) 1 Required

Statement of

Required

Disclosures, Representations and

File Type: PDF (.pdf) 1 Required

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Name Type # Files Requirement

Certifications

Valid NYS Wkm's

Compensation and

NYS Disability

Certificates or

Attestation of

Exemption

File Type: PDF (.pdf) 1 Optional

Valid Certificate Of

Liability (see sample certificate for coverage and limits required as well as sample language to name the County of

Rockland as additionally insured)

File Type: PDF (.pdf) 1 Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested Data:

Please note that text fields have a limit of 2000 characters. We recommend you prepare your responses in advance to ensure they fit within the length restrictions. Learn more about Requested Data at the Euna Procurement Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/218992

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Mar 05, 2026 3:00 PM EST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

https://customer.eunasolutions.com/s/article/whats-a-data-field-or-slot https://rocklandgov.bonfirehub.com/opportunities/218992

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Important Notes:

Each item of Requested Information will only be visible after the Closing Time.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SUBMITTING YOUR PROPOSAL

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed

to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be submitted electronically through the County’s Bonfire Request for Proposal Portal. Please refer to the instructions titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically.

When submitting (uploading) a proposal electronically through the County’s Bonfire Portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

• Section V: Cost Proposal (Upload as separate attachment)

• Section VI: Exceptions to the RFP or Terms and Conditions

• Upload Exceptions as a separate attachment

• The County of Rockland Appendix B – Standard Terms and Conditions for Service Contracts must be downloaded and reviewed prior to submitting your proposal

• Section VII: Redacted Proposal if applicable (Upload as a separate attachment)

• Required Forms: Uploaded Separately on BonFire.

1. Executive Summary. The one or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

2. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

A. A complete narrative of the offeror's assessment of the work to be performed, the offerors ability and approach, and the resources necessary to fulfill the requirements. This should demonstrate the offeror's understanding of the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

B. A specific point-by-point response, in the order listed, to each requirement in the RFP.

C. A Statement of Objectives (SOO) is provided in the RFP. This Statement of Objectives represents the

County’s minimum objectives for this project. The Offeror shall use the Statement of Objectives to propose a Statement of Work, which expands upon these minimum objectives to the extent necessary to conduct this acquisition. The proposed Statement of Work shall define the tasks required for the successful completion of the County's goals and objectives ensuring all minimum requirements are met as detailed in the County's SOO.

The proposed SOW shall consist of tasking statements. Each tasking statement shall reference the deliverables, which will be provided by that task. The proposed SOW shall not contain informational notes, as the Technical Response subsection provides ample opportunity for discussion and description of the offeror’s approach. The tasking statements in the SOW shall use a common numbering system. The proposed SOW, when accepted by the County, will be included in the final contract.

D. Master Schedule (MS) – The intent of this section is to obtain a functionally integrated understanding of the proposal in a way that provides the County confidence that the proposal is structured to be executable for the resources indicated. The Master Schedule is a detailed task and timing of the work effort in the SOW and is used as the primary tracking tool for technical and schedule status. The MS identifies all SOW events, accomplishments, criteria and the expected dates of each. These dates are based on a calendar date of April 1, 2026 as the starting point and the logical flow of dates provided by calculating the duration of all tasks using typical schedule networking tools. The MS tasks will be directly traceable to the SOW and the WBS.

The Offeror shall provide a top level Master Schedule as part of the proposal submittal. The more detailed levels of the MS, as well as updates, will be submitted after contract award. The MS is intended as a tool for day-to-day tracking of the program/project. All tasks/activities in the MS should be logically linked together showing predecessor/successor relationships. The activities and tasks will be sufficient to account for the total proposed solution.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

3. Value-Added Considerations. Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

4. Protected Information. All protected information must be included in this section of proposal response.

Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section. .

If applicable, a redacted version of your proposal eliminating trade secrets/confidential information is to be uploaded with your submission. The redacted response will be the one given for any Freedom of Information requests. If you do not provide a redacted response, the response you provided will be sent for any FOIL requests.

5. Cost Proposal. Cost will be evaluated independently from the technical proposal. Please enumerate all costs on the attached Cost Proposal Form. Cost Proposals are to be uploaded as a separate attachment to your RFP response. Please refer to the separate attachment titled: Proposal Submittal Procedures for instructions on submitting your proposal electronically. Inclusion of any cost or pricing data within the technical proposal may result in your proposal being judged as non- responsive.

6. Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts (Appendix B) must be submitted with the proposal response.

Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

7. Required Forms. The Statement of Required Disclosures, Representations and Certifications shall be completed and uploaded as separate pdf. file on the Bonfire Portal and includes:

a. Affidavit of Non Collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

e. Past and Present Performance Information Form for a minimum of three references

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

h. Certification Regarding Boycott, Divest and Sanctions (BDS) activities

Responsible Offeror: Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract.

Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award in ascertaining whether or not a bidder is responsible, information may be requested from bidder to discuss and assist in determining responsibility.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals.

The County reserves the right to award the contract(s) to a higher technically qualified offeror(s) in the event the total scoring (technical + Cost) offer is determined to not be the best value offered to the County, based on a cost benefit analysis.

The County reserves the right to award a contract in part or in full, or not at all, on the basis of responses received.

If a contract is awarded, it shall be awarded to the responsive and responsible Offeror whose offer conforming to the Request for Proposal will be most advantageous to the County as set forth in the Evaluation Criteria.

When award Occurs: Award of contract occurs when a formal contract has been finalized or other evidence of acceptance by the County is provided to the Offeror. A Recommendation of Award does not constitute award of contract.

CONTRACT TERM – RENEWAL

In addition to any stated renewal periods in the Contract, any contract or unit portion thereof let by the Director of Purchasing may be extended by the Director of Purchasing for an additional period(s) of up to one year (cumulatively) with the written concurrence of the Contractor.

PRICE GUARANTEE PERIOD

The proposed price and/or hourly rates must remain firm through the first contract period with no adjustments allowed.

If the County exercises any of the option years of the contract, the Offeror may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) must be submitted thirty (30) days in advance of the anniversary date; in writing to the Director of Purchasing. Any and all price adjustments will be limited to the percentage increase in applicable CPI Index for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

STANDARD TERMS AND CONDITIONS OF THIS RFP

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts included in the RFP and Appendix B. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.

Exceptions to the RFP Standard Terms and Conditions, of this RFP and/or the Standard Terms and Conditions for Professional Service Contracts as provided Appendix B must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County. Offeror must provide all documents in Microsoft WORD format for redline editing. Offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PROTEST PROCEDURES

Protests Prior to RFP Opening: Protests regarding any aspect of the RFP document, attached materials and COUNTY award procedures must be submitted in writing prior to the RFP opening date and time (via e-mail, mail, or FAX) to:

Hon. Edwin J. Day County Executive 11 New Hempstead Road New City, NY 10956

The County Executive or his designee will respond to these protests within ten (10) business days.

Protests After Bid Opening/Notice of Intent to Award: Protests regarding the County’s proposed selection of a Offeror after RFP opening and notice of intent to award announcement must be submitted in writing (via mail, FAX) to the Hon.

Edwin J. Day, County Executive, 11 New Hempstead Road, New City, NY, 10956 (FAX: 845-638-5856). The protest must be submitted within three calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. The County Executive or his designee will respond to these protests within ten (10) business days.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal.

CONFIDENTIAL / TRADE SECRET INFORMATION

Offerors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released as soon as sixty (60) days after the selection of the successful supplier.

The County of Rockland is subject to New York State’s Freedom of Information law (FOIL). Should your submission, to this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must insure that such information is clearly identified and marked as such.

Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request, or make representation explaining why the information should not be disclosed.

Unpublished information pertaining to the County or its customers obtained by the proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from the County.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

STANDARD TERMS AND CONDITIONS OF THIS RFP

The term “County” shall mean the County of Rockland.

The term “Offeror” shall mean a person or entity who makes a specific proposal to another (the County) to enter into a contract.

ACCEPTANCE OF PROPOSALS

This RFP is not and should not be construed as a contract to purchase goods or services. The County is not bound to accept the lowest price or any proposal of those submitted.

ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are deemed to be accepted by the Offeror and incorporated in its proposal except those conditions and provisions that are expressly excluded by the Offeror’s proposal.

AMENDMENTS TO REQUEST FOR PROPOSAL

Any verbal information obtained from or statements made by the Director of Purchasing or his designee at the time of pre-proposal meetings or site visits shall not be construed as, in any way, amending the RFP documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing shall become a part of the Contract. Any addendum issued during the RFP process shall be included in proposals and become a part of the Contract Agreement.

BUSINESS CORPORATION LAW

The Offeror shall be licensed to do business in the State of New York and is fully qualified under the Business Corporation Law, Article 13 - Section 1304.

CHANGES TO PROPOSAL WORDING

No changes to wording of the proposal will be accepted after submission unless requested by the County.

CONTRACT ADMINISTRATOR

A County contract administrator will be assigned to oversee the contract awarded to the successful Offeror. In addition, the successful Offeror will be expected to name a counterpart contract administrator. The Offeror’s contract administrator will be responsible for providing scheduled status reports to the County’s contract administrator or his designee.

COMPLIANCE WITH LAWS

The Offeror shall comply with all the provisions of laws in the County of Rockland, the State of New York and of the United States of America which affect municipalities and municipal contracts, and provide at his expense, any and all permits, licenses and registrations required for the fulfillment of this agreement, and more particularly the Labor Law, the Immigration and Naturalization Laws and Regulation, the General Municipal Law, the Workers’ Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Laws, Rules and Regulation, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

FINANCIAL STABILITY

The successful Offeror shall demonstrate financial stability and the County reserves the right to conduct independent background checks to determine the financial strength of any and all organizations or individuals submitting proposals.

FIRM PRICING

Prices quoted in the proposals shall be firm for a period of at least 120 days after the submission deadline.

HIPAA

Offeror agrees and acknowledges that the nature of the services pursuant to this RFP may require the Offeror comply with the provisions of the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), as amended, and any regulations adopted there under. A Business Associate Agreement may be made a part the resulting Agreement.

Offeror warrants and represents that its practices, policies and procedures for patient/medical record confidentiality are in full compliance with the “Standards for Privacy of Individually Identifiable Health Information” set forth in 45 CFR 160 et seq. as amended, if applicable.

INDEPENDENT CONSULTANT

Offeror, as an independent contractor, covenants and agrees that it, its agents, servants and/or employees will neither hold itself/themselves out as, nor claim to be an agent, servant or employee of County, and that it, its agents, servants and/or employees will not make a claim, demand or application to or for any right or privilege applicable to an officer or employee of County including, but not limited to, Workers’ Compensation coverage, unemployment insurance benefits, Social Security coverage or retirement membership or credit.

LABOR DISRUPTIONS

Any contract resulting from this Request for Proposal process is subject to the right of the County to postpone acceptance of delivery and payment by the County in the event of any form of labor disruption.

LIABILITY OF ERRORS

While the County has used considerable efforts to ensure an accurate representation of information in this RFP, all prospective offerors are urged to conduct their own investigations into the material facts and the County shall not be held liable or accountable for any error or omission in any part of this RFP.

LOCAL LAWS AND RESOLUTIONS

Offeror shall comply with all local laws and resolutions of the Legislature of Rockland County, including, but not limited to, the filing of Disclosure Statements and Affirmative Action Plans, if required by law or resolution.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

NEGOTIATION DELAY

If any contract cannot be negotiated within thirty (30) days of notification to the designated offeror, the County may terminate negotiations with that offeror and negotiate a contract agreement with another offeror of its choice.

QUOTES FROM THE MARKETPLACE

The County reserves the right to consider quotes from the marketplace from suppliers other than those invited to respond to this solicitation.

REQUEST FOR PROPOSAL DATES

All dates referenced in the specifications relative to the solicitation timeline are tentative and can be changed in the best interest of the County. The County reserves the right to modify the timeline of the RFP at any time in its sole discretion.

SHORTLIST

Unless there is a successful offeror based on the responses, the evaluation procedure will be to develop a shortlist based on the stated criteria. The shortlist of offerors may be asked to prepare a presentation and/or provide additional information prior to the final selection.

SOCIAL SECURITY TAXES

The Offeror for the agreed consideration promises and agrees to pay the taxes measured by the wages of their employees required by the Federal Social Security Act and all amendments thereto, and to accept the exclusive liability for said taxes. The Offeror further promises and agrees to indemnify and hold the owner harmless on account of any tax measured by the wages aforesaid of employees of the contractor assessed against the owner under authority of said law.

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

INSURANCE REQUIREMENTS: THE RFP NUMBER IS TO APPEAR ON ALL INSURANCE CERTIFICATES

COUNTY INSURANCE REQUIREMENTS:

GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT must, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees,…